Administrative Assistant 2 (12-2042)
Administrative Assistant 2 (12-2042)
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Job Description
Job Description
- The recruitment is exempt from the hiring freeze (Administrative Order 358).This recruitment is open nationwide. Qualified applicants are encouraged to apply.WHAT YOU WILL BE DOING:
This position is responsible for overseeing statewide fire service testing and coordinating certification programs. Key responsibilities include developing and maintaining databases managing fire training coordination and conducting financial and programmatic monitoring and analysis. Additional duties encompass procurement and purchasing expenditure tracking and reconciliation and oversight of the Certifying Officer program. The role also involves developing and maintaining office administrative procedures managing correspondence and record-keeping coordinating and transcribing meetings and handling special administrative projects as needed.OUR ORGANIZATION MISSION AND CULTURE:
Our mission is to establish and uphold professional standards for fire personnel while setting curriculum requirements for the certification of training programs.
Our Core Values:
Firefighter Safety Ensuring the well-being of those who protect our communities.
Effective & Open Communication Fostering collaboration and transparency.
Public Service Committing to excellence in service to our communities.
Continuous Education & Training Promoting lifelong learning and skill development.
Professional Credibility & Integrity Maintaining the highest ethical and professional standards.
Community Support Strengthening relationships with the communities we serve.
Transparent Processes Upholding accountability and openness in all we do.THE BENEFITS OF JOINING OUR TEAM:
Joining our team offers a unique opportunity to shape the professional development of nearly every firefighter in Alaska directly contributing to the safety and effectiveness of fire service personnel statewide. This role provides avenues for career growth ongoing training and professional development ensuring you stay at the forefront of fire service standards. Flexible work schedules and potential telework options support a healthy work-life balance. Additionally travel opportunities may be available to support Alaska Fire Standards Council operations allowing for hands-on engagement with fire departments across the state. Your work will have a lasting impact on the fire service community enhancing training certification and overall public safety.
THE WORKING CONDITIONS YOU CAN EXPECT:This position is located at 5700 E. Tudor Road Anchorage AK 99507.
WHAT WE ARE LOOKING FOR:Knowledge Skills and Abilities:
- Adaptability: Effectively adjusts to changing priorities by gathering relevant information applying critical thinking and managing multiple demands in a dynamic environment.
- Audit Reporting: Demonstrates strong understanding in audit principles practices and techniques including analyzing findings and providing clear recommendations based on criteria conditions causes and effects.
- Clerical Proficiency: Skilled in administrative tasks such as data entry record maintenance document preparation shorthand and form completion ensuring accuracy and efficiency.
- Data Management: Possesses a strong awareness of data management principles including data modeling backup and recovery warehousing mining archiving disposal and standardization. Awareness in computer hardware software development and system integration for effective data handling and analysis.
- Decision Support: Applies decision support theories methods and tools to synthesize and evaluate complex situations providing well-informed recommendations for stakeholders and decision-makers.
- Interpersonal Skills: Builds and maintains positive relationships by demonstrating empathy professionalism and cultural sensitivity. Effectively navigates interactions with individuals from diverse backgrounds including those who may be difficult distressed or in challenging situations.
- Team Player: Works collaboratively with colleagues contributing to a positive and productive work environment. Demonstrates strong communication written and verbally cooperation and problem-solving skills to achieve shared goals and support team success.
The Department of Public Safety strives to preserve the peace enforce the law prevent and detect crime and protect life and property. All positions support or carry out the Departments mission. If our mission interests you and this position embodies your strengths please consider joining our team.
More information about the Department of Public Safety can be found on our website: QualificationsSix months of entry-level technical experience in one or more administrative functional areas such as human resources accounting administration and procurement. This experience includes work such as Administrative Assistant 1 Accounting Technician 1 Human Resource Technician 1 and similar classes with the State of Alaska or the equivalent with another employer.
OR
One year of advanced-level clerical experience. This experience includes work such as Office Assistant 2 Accounting Clerk and similar classes with the State of Alaska or the equivalent with another employer.
OR
One year of post-secondary education from an accredited college (32 semester hours or 48 quarter hours equals 1 year)
OR
One year of any combination of post-secondary education vocational education and/or advanced-level clerical experience. (Three semester or four quarter hours of post-secondary education are equal to one month of experience; 150 hours of vocational education are equal to one month of experience.)
Special Note:
Examples of entry-level technical experience include:
-Assisting in the preparation of reports reflecting the examinations made discrepancies noted and the corrective entries required for adjusting accounts. Assisting with the implementation of corrections.
-Verifying the accuracy and completeness of accounting data and documents; determining the general ledger accounts journals and subsidiary accounts affected and the debit and credit entries to be made; determining the entries required to bring accounts into balance; preparing encumbrances expenditures adjustments billings and other transaction documents for the account; and maintaining records of transactions and current status of accounts.
-Preparing standard and ad hoc reports; making periodic projections and analyzing trends; notifying supervisor of need for additional promotional efforts; and recommending additional promotional materials or methods to secure optimum enrollment.
-Receiving supply requests reviewing and approving for completeness and conformity to guidelines. Preparing and processing various documents such as purchase orders delivery orders and bid specifications.
Examples of advanced clerical experience include:
-Reviewing complex or questionable applications or documents and searching files and regulations to determine accuracy of information to clarify applicant status; using judgment in applying criteria rules regulations and policies; providing information to organizational unit staff on administrative processes and procedures; tracking expenditures; and completing necessary administrative paperwork according to regulations.
-Composing letters and memoranda; completing and reviewing forms for completeness and accuracy using readily available information from multiple sources and established guidelines and procedures. Examples of such tasks include time sheets appointment paperwork or required drug testing notifications for employees in positions requiring possession of a valid Commercial Drivers License (CDL).Additional Required Information
COVER LETTER
A cover letter is NOT required for this position. Your complete application will be used to determine which applicants will advance to the interview phase of the recruitment and selection process.
AT TIME OF INTERVIEW:Please provide three (3) professional references with current contact information specifically selecting who will support your abilities for this position (in your Applicant Profile).
Provide two (2) most recent performance evaluations if applicable.
If using education to meet minimum qualifications you must provide copies of official academic transcripts.
SPECIAL NOTE:
- Valid Alaska drivers license is required for this position
- The Bureau has access to department fleet vehicles that may not be available for staff use when needed. Mileage reimbursement is available when a personal vehicle is used for work-related matters. Current automotive insurance must be in place prior to use of a personal vehicle while conducting business on behalf of the state.
- There will be air travel to conduct Bureau and Council business required under AS 18.70.020 and AS 18.70.340 and for other position specific training opportunities.
BACKGROUND CHECKThis position requires the incumbent to submit to a fingerprint based criminal history background check. Due to the sensitive nature of this position and required access to APSIN an applicant with criminal convictions will not move forward in the selection process.
CONFIDENTIALITY AGREEMENT
The successful candidate will be required to read understand and agree to via signature an agreement of confidentiality concerning the work commonly encountered within the Department of Public Safety to qualify for this position.
EDUCATIONTo verify education is being used to meet and/or support the required minimum qualifications/competencies you must fill in the Education section of the application. If you have not obtained a degree please indicate the number of units completed. Copies of transcripts are required to verify educational credentials used to meet or support the minimum qualifications/competencies for a position and are required with each application. (Unofficial is okay; please ensure the institution/URL name is listed on the transcripts). Transcripts can be attached at the time of application or provided at the time of interview; if not transcripts will be required before employment.
SPECIAL INSTRUCTIONS FOR FOREIGN EDUCATION
Education completed in foreign colleges or universities may be used to meet the above requirements if applicable. If utilizing this education you must show that the education credentials have been submitted to a private organization that specializes in interpretation of foreign educational credentials and that such education has been deemed to be at least equivalent to that gained in conventional U.S. education programs; or an accredited U.S. state university reports the other institution as one whose transcript is given full value or full value is given in subject areas applicable to the curricula at the state university. It is your responsibility to provide such evidence when applying.
WORK EXPERIENCE
Applications will be reviewed to determine if minimum qualifications are met. Therefore all work experiences the applicant is using to meet minimum qualifications for this position must be documented in the application package. Please include the employers name your job title dates of employment and whether the employment was full or part-time. Applicants who submit packages that do not provide sufficient information to demonstrate minimum qualifications are met may not advance in the selection process.
NOTE: Attaching a resume or curriculum vitae is not an alternative tofilling out the application in its entirety. Noting see resume or CV or any similar response on any portion of your application may lead to a determination your application is incomplete and removal from consideration for this job posting.
MULTIPLE VACANCIES
This recruitment may be used for more than one (1) vacancy. The applicant pool acquired during this recruitment may be used for future vacancies for up to ninety (90) days after this recruitment closes. Interested applicants are encouraged to apply to each recruitment notice to ensure consideration for all vacancies.
EEO STATEMENT
The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities who require accommodation auxiliary aides or services or alternative communication formats please call 1- or in Juneau or TTY: Alaska Relay 711 or 1- or correspond with the Division of Personnel & Labor Relations at: P.O. Box 110201 Juneau AK 99811-0201. The State of Alaska is an equal opportunity employer.
NOTICE
If you choose to be contacted by email please ensure your email address is correct on your application and that the spam filter will permit email from the domains. For information on allowing emails from the domains visit the Lost Password Help page located at ALASKA APPLICATION QUESTIONS & ASSISTANCE
Questions regarding application submission or system operation errors should be directed to the Workplace Alaska hotline at 1- (toll free) or if you are located in the Juneau area. Requests for information may also be emailed to
Contact Information
For specific information in reference to the position please contact the hiring manager: Stephanie Parker
Fire Training Administrator
Phone:
OR Jennifer Sexton
Administrative Assistant 1
Phone:
Employment Type
Full-Time
Key Skills
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